Luxury Travel Toolsby Global Lux Agency

Free tool

Luxury Travel Client Brief Template (PDF)

A structured client brief for travel advisors. Capture who is travelling, when, where, the budget and every preference that matters, then download a clean PDF dossier for your files or your suppliers. Everything stays in your browser.

Private by design. Everything you type stays in this browser tab. Nothing is sent to our servers, put in the page address or saved on this device unless you save a draft file yourself. Closing or reloading the page clears the form.

Client
Used as the dossier title, for example “Mr and Mrs Harper”.
Your name or agency.
Party and dates
One per line, in order if known.
Budget
Leave at 0 if not discussed.
Travel style
Interests
Separate with commas.
One per line.
One per line.
Flights and accommodation
Airport or city.
Style, favourite brands, villa or hotel, views, places they have loved.
For example “two connecting rooms, one king and one twin”.
Needs and occasions
Include allergies and how strict they are.
Mobility, step-free access, assistance at airports.
Occasion and date, and how they would like it marked.

A draft file is a small .json file saved to your device. Open it here later to carry on.

In the print window, choose “Save as PDF” as the destination.

Client brief

Travel brief

Travelling
2 adults

How it works

  1. Fill in what you know. Every field is optional. Anything left blank is left out of the dossier, so a brief from a first call can be short and grow later.
  2. Check the preview. The dossier updates as you type, with the party, dates, nights and budget summarised at the top and the details grouped below.
  3. Download the PDF. Your browser’s print window opens with only the dossier, laid out for A4. Choose “Save as PDF”.
  4. Keep a draft if you need to. Save a draft file to your device and open it again later, or copy the dossier as plain text into an email or your CRM.

Your client’s data

The brief is built entirely in your browser. Nothing is sent to our servers, put in the page address or saved on your device unless you download it. Treat the PDF and any draft file as you would any other client record: share them only with suppliers who need them, and delete them when you no longer need them.

Budget figures

The budget is shown as a total, per person and per person per night, so you can compare it with nightly hotel rates. Per night uses the number of nights between the departure and return dates. It is a guide to the client’s expectations, not an estimate of the trip’s cost.

Questions & answers

What should a luxury travel client brief include?
At minimum: who is travelling (with children’s ages), dates and how flexible they are, destinations, the budget and what it covers, and the client’s interests and pace. The details that make a trip feel personal are just as important: room and bed set-up, favourite or disliked hotels, dietary requirements and allergies, accessibility needs, and any birthdays or anniversaries during the trip.
Is my client’s information sent anywhere?
No. The form and the dossier are built in your browser tab. Nothing is sent to our servers, added to the page address or stored on your device. The only way to keep a brief is to download the PDF or save a draft file yourself, and closing the tab clears the form.
How do I save the dossier as a PDF?
Select “Download PDF”. Your browser’s print window opens with only the dossier on an A4 page; choose “Save as PDF” (or “Microsoft Print to PDF” on Windows) as the destination. On an iPhone or iPad, use the share button in the print window and choose Save to Files.
Can I come back to a brief later?
Yes. Select “Save draft file” to download a small .json file to your device, then use “Open draft file” to load it back into the form. The file stays on your device and is never uploaded.
How is the budget per person per night worked out?
A budget for the whole party is divided by the number of travellers (adults and children) and then by the number of nights between the departure and return dates. A per-person budget is multiplied by the number of travellers for the total. For example, £40,000 for four people over 10 nights is £10,000 per person and £1,000 per person per night.

Cite or link to this tool

Writing about this topic? You are welcome to link to or cite this tool.

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